This method requires you to know the name of the client who will be using the gift voucher. Once the gift voucher has been purchased, you will enter this purchase as an Unallocated Payment within the Patient File of the client who will be using the gift voucher, as shown below:

When using the gift voucher (or Unallocated Payment) on the date of service, you can enter this by billing or receipting the client with the gift voucher for the service, and then using Previous Credit, as shown below:

2. Creating Item Codes for Gift Vouchers

This method involves creating two Item Codes in Front Desk:

• GVP – Gift Voucher Purchase• GVR – Gift Voucher Redeemed

We recommend creating a patient file called gift voucher to be used for all gift voucher purchases. When the gift voucher is purchased, you will Receipt for the GVP (Gift Voucher Purchase) code in the amount of the gift voucher.When the client comes in to use the gift voucher, you will bill them for $0.00 to the GVR (Gift Voucher Redeemed) code, as shown in the image below:

If the purchase of the gift voucher is not attributed to a particular practitioner, but to the practice, then you can also create a practitioner file in the name of the practice to be used for gift voucher purchases specifically.

It is also recommended with this method that, if your gift vouchers are numbered, you create an Excel spreadsheet to be used alongside the Front Desk system, and when a gift voucher is redeemed, you then mark that number off on the spreadsheet.

Hi Sharon. These items, particularly hiring equipment with deposits, are outside of the scope of Front Desk at this time.

Other practices manage vouchers using prepayments on the patient card, with the payment going to the practice and then allocated to the practitioner when the credit is used. Alternatively, an item is billed for $0.00 to the patient and then the Billings Report is used to calculate how many of these items are attributed to each practitioner in a period of time. A cash adjustment is then made for these items.

I understand in your case the person buying the voucher is often not the patient who will be redeeming it as you deal with remedial massage.

Further work on vouchers is being considered but is a low priority on the development list.

We usually process gift vouchers as an unallocated payment so patients can still use their health fund and also so the commission goes to the practitioner.

HOWEVER

At Christmas we did a promotion for buy a voucher valued at $200 for $150 (i.e. $50 discount). Front Desk doesn't allow us to "reduce", an unallocated payment by $50. So we have been billing a patient for an appointment, and reducing it but this doesn't allow patients to claim on their health fund.

Special attention needs to be given when using vouchers to pay for health fund claimable professional fees. The concept of using a discounted voucher to pay for health fund claimable items raises issues. There's no problem discounting the professional fee, but you can't say you've paid $200 for professional services if you've only paid $150. It's probably better to have a promotion on the professional fee i.e. massage $20 off, rather than discounting the voucher.

Hi tim, can we change a date on an unallocated payment? We might reprocess everything.We are allowing the patients to claim the $150 via their healthfund (what they actually spent) but the $50 bonus cant be claimed. Thanks